SAMPLE ADMINISTRATOR JOB OPPORTUNITY AT PEP-2534 CAPE TOWN ! APPLY NOW

PEP is hiring a Sample Administrator in Cape Town’s Northern Suburbs. Coordinate e-commerce samples, track product flow, and keep web campaigns on schedule. Retail grad + 2 years experience ideal. Apply by 10 May 2026

Career Opportunity: Sample Administrator | E-commerce & Marketing

Job Summery

Location: Northern Suburbs, Cape Town
Reference Number: PEP-2534
Work Level: Junior
Job Type: Permanent
Salary: Market Related
EE Position: Yes
Closing Date: 10 May 2026

About PEP & The Role

PEP is one of South Africa’s most loved retail brands, serving millions of customers with affordable products. Our e-commerce and digital marketing teams bring those products to life online. To do that well, we need the right physical samples, in the right place, at the right time.

That’s where you come in.

As Sample Administrator, you are the link between Buying, Marketing, and the Studio. You manage the flow of product samples so that photography, web listings, campaigns, and events run on schedule. If a product isn’t sampled, prepped, and tracked correctly, it can’t go live on site. You keep the critical path moving.

Our Way of Working

Deadline Driven: Web trade dates don’t move. Samples must be ready before the shoot, not after.
Detail Obsessed: One missing size or wrong colour code delays a whole category launch.
Proactive: You flag issues early, not when the photographer is waiting.
Improvement Minded: If the process can be smoother, you speak up and help fix it.

Purpose of the Job

To efficiently manage and coordinate product samples for website and e-commerce content production across photography, web listings, marketing campaigns, and events. You ensure samples are sourced, prepped, tracked, and delivered on time, aligning with the marketing calendar and broader business processes to support high-quality, deadline-driven web output. You’ll also identify opportunities for continuous improvement to the marketing process and critical path.

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Key Responsibilities

Pre-Campaign Sample Management

Request, receive, and track all e-commerce and web samples from Buyers, ensuring they are in good condition, correctly labelled, and accounted for
Populate and maintain a merchandising list to cross-reference physical samples; ensure accurate handover to the studio responsible for web photography
Coordinate merchandise lists and samples in line with product inflow dates from Buying teams
Liaise with photographers and production teams to ensure the correct products are prepped and available for studio shoots

During Campaign Execution

Adhere to in-flow timelines and critical paths set by the e-commerce campaign calendar
Maintain accuracy in sample tracking, return, and documentation – every sample movement must be logged
Ensure quality and completeness of product representation on the website by delivering all required variants
Provide timely and accurate briefing of all e-commerce marketing activities to studio and content teams
Drive effective cross-team collaboration and maintain a feedback loop for continuous improvement

Sample Returns & Administration

Ensure timely return of all samples to Buyers after use, with condition checked and logged
Update and maintain the e-commerce campaign calendar, flagging changes or delays proactively to stakeholders
Manage multiple projects and meet tight deadlines across concurrent campaigns
Keep digital and physical records clean, auditable, and accessible for queries

Process Improvement

Identify bottlenecks in sample flow and propose solutions to shorten the critical path
Work with Buying, Studio, and Marketing to refine handover points and reduce sample loss or damage
Support ad-hoc events and marketing activations by preparing and tracking product as needed

A Day in the Life: Sample Administrator

Morning: Open the sample tracker. Check today’s inflow list from Buying. Collect 30 new styles from the buyer’s office, scan barcodes, check against the merch list, and sign for receipt. Flag two missing sizes to the buyer on Teams.
Mid-Morning: Prep samples for tomorrow’s shoot: steam, de-tag, attach style codes, and pack by category. Update Google Sheet and drop samples at the studio with signed handover.
Late Morning: Campaign calendar meeting. Note that kids’ swimwear inflow moved out 2 days. Update calendar and alert the photographer to reshuffle the shoot list.
Afternoon: Collect last week’s shoot samples from studio. Check condition, tick off returns list, and return to three different buyers. Log all returns and file proof.
Late Afternoon: Update the critical path dashboard. Email weekly sample status to Marketing and Buying leads. Pack samples for Friday’s influencer event and confirm courier booking.

Role Requirements

Experience & Education

Graduate with at least 2 years of preferred experience in a retail environment
Previous coordinating or admin experience preferred, especially in marketing, buying, or e-commerce
Strong understanding of the retail and e-commerce environment and how product moves from buying to web

Skills & Systems

Proficient in Excel/Google Sheets for tracking, VLOOKUPs, filters, and basic reporting
Familiar with e-commerce content workflows and studio processes
Ability to multitask, prioritise, and be proactive under tight deadlines
Excellent communication and presentation skills, written and verbal, for cross-team liaison
Knowledge of social media platforms and passion for advertising and digital retail

Behavioural Competencies

Strong planning and organising ability to manage work according to deadlines
Problem-solving ability and resourcefulness when samples are late or incorrect
Interpersonal and relationship building skills to work with Buyers, Studio, and Marketing
Integrity, assertiveness, and listening skills to handle pressure and feedback
Resilience and emotional maturity in a fast-paced, deadline-driven environment
Team player who can deliver on team objectives while owning individual tasks

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What You’ll Gain in This Role

First Month: Learn PEP’s sample flow, naming conventions, and key stakeholders. Own the daily tracker with supervision.
Three Months: Manage full campaign sample runs independently from request to return. Spot and solve issues before they impact shoot dates.
Six Months: Optimise one part of the process – improve handover docs, reduce returns time, or streamline communication.
Twelve Months: Become the go-to for e-commerce sample coordination. Train new coordinators and contribute to calendar planning.

Remuneration & Conditions

Salary: Market Related, Junior level
Job Type: Permanent
Location: Northern Suburbs, Cape Town – studio and office based
Environment: Fast-paced retail marketing and e-commerce team. You’ll be on your feet, moving between offices, sample rooms, and the studio.

Employment Equity

PEP strives for equal opportunity in terms of its employment equity guidelines. PEP is an EE Position and encourages applications from candidates who will add to our diversity.